Title: Office Services Specialist - #ARS00934

State Role Title: Admin and Office Spec II

Hiring Range: Anticipated salary up to low $50,000s commensurate with experience.

Pay Band: 2

Agency: Dept for Aging & Rehab Svcs

Location: Aging & Rehab Svcs

Agency Website: https://www.dars.virginia.gov

Recruitment Type: General Public - G

"Join DARS as an Office Service Specialist and play a key role in delivering exceptional customer service and serving as the primary receptionist for the Commissioner’s office."

Job Duties:

The Department for Aging and Rehabilitative Services supports the Agency's mission, vision, values, and standards through the provision of exemplary customer service, quality administrative support, and facilities management services.

We are seeking an Office Service Specialist to serve as primary receptionist for the Commissioner’s office:

Duties include but are not limited to:

• Answering and routing telephone calls.
• Directing visitors to the proper location.
• Performs administrative tasks that support the agency staff in serving their customers and programs.
• Serves as backup receptionist to the front office staff.
• Works closely with the Assistant to the Commissioner, division leadership, staff, community partners, and other DARS offices to advance the mission of delivering high‑quality services across the Commonwealth.
• Assists with preparing and coordinating travel authorizations, reimbursements, and supporting documentation, reviewing travel and project invoices for accuracy and compliance.
• Assists with managing documents for signature, correspondence, files, and materials for meetings/speaking engagements.
• Maintains secure and organized shared electronic/paper administrative files. Coordinates incoming mail, deliveries, and routing of materials.
• Manages office equipment, maintenance, supplies, etc.

Other duties and/or special projects as assigned.
Completes duties and/or projects as needed or directed by supervisor.

Minimum Qualifications:

• Business training and experience.

Knowledge:

• Working knowledge of office technologies and software products, including word processing, spreadsheet and database tools, digital communication platforms, Constant Contact, and design tools such as Canva, and hardware: printers, copiers, scanners, and telephone switchboards.
• Knowledge of office procedures and equipment, including proper telephone etiquette.

Ability:

• Demonstrated ability in business office practices and procedures and in managing a high-volume executive office.
• Ability to work independently and provide exemplary customer service when answering the telephone, greeting visitors, and assisting coworkers.
• Ability to escalate concerns/issues through appropriate levels of management.
• Ability to effectively communicate orally and in writing to the general public, clients, and with all levels of management, staff, and vendors.
• Ability to identify and communicate errors found in a computer system to IT staff.
• Ability to follow verbal and written instructions and to meet deadlines.
• Ability to respond effectively to changing priorities and to multi-task effectively.

Additional Consideration:

• Proven ability to handle confidential information with discretion; adapt to competing demands in a fast-paced environment; and consistently provide the highest level of customer service, professionalism, and responsiveness.

Special Instructions:

• This position has been designated a sensitive position under Va. Code § 2.2 1201.1. 
• A fingerprint based criminal history check is required of the finalist.

Benefits:
DARS offers a comprehensive benefits package including health insurance plan options, flexible spending accounts, VRS retirement, employer paid basic group life insurance, optional employee paid group life insurance, 13 paid holidays, Sick Leave, Annual Leave, Family Personal Leave, employee discount programs, and more.

Reasonable accommodation is available during the application/interview process per the ADA. Contact recruitment@dars.virginia.gov for assistance.

Minorities, individuals with disabilities, Veterans, AmeriCorps, Peace Corps, and other National Service Alumni are encouraged to apply.

To Apply

Equal Opportunity Employer State applications will only be accepted as submitted online by 11:55 p.m. on the closing date through the Commonwealth of Virginia’s New Recruitment Management System. Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. PageUp will provide you with confirmation of receipt when your application and/or résumé are submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information:

Name: Human Resources

Email: Recruitment@dars.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.